Executive Assistant

Job Summary

The Executive Assistant reports to an Executive Vice President and is responsible for handling a wide variety of tasks and situations involving administrative functions in support of one or more executives of MAA.

The successful candidate will embody and work to reinforce MAA’s Core Values.  Those values include:

• Appreciating the uniqueness of each individual
• Communicating openly and with integrity
• Embracing opportunities
• Doing the right thing at the right time for the right reasons

Duties and Responsibilities

• Provides administrative support to designated MAA executive(s) and corporate organization.
• Receives phone calls and other communication for the executives; screens and forwards to the appropriate individual(s).
• Maintains calendars and schedules meetings; reviews and advises on schedules with the executives.
• Prepares correspondence, presentations, and other materials as needed; reads and proofs written material prepared by executives and makes corrections or suggestions.
• Makes all meeting preparations for employee groups as requested.
• Handles financial affairs for executive; prepares expense reports; codes and submits invoices for approval; may assist in budget preparation.
• Leads or works with miscellaneous projects as directed.
• Maintains physical and digital files.
• Arranges for travel, lodging, and anything else for out of town visitors (e.g., meetings, special events, investor meetings, Board meeting).
• Schedules and coordinates meetings of non-Memphis based management personnel at the Home Office.
• Orders supplies and services as needed.
• Covers the reception area and phone calls as needed.
• Performs other related duties as assigned to meet the needs of the business. 

Required Qualifications

• 5 years of administrative support experience to high level managers in a corporate setting required, or an equivalent combination of education and experience

Preferred Qualifications

• Bookkeeping and budgeting experience preferred

Knowledge, Skills, and Abilities

• Organizational and time management skills with which to balance and prioritize multiple tasks and concurrent deadlines
• Knowledge of administrative functions in a corporate setting (scheduling, maintaining records, preparing reports and presentations, etc.)
• Computer skills with Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Bookkeeping and budgeting skills and expertise
• Attention to detail
• Professional written and verbal communications skills
• Customer service skills and orientation
• Ability to maintain confidentiality and operate with appropriate discretion

Physical and Environmental Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Disclaimer

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.